HomeMy WebLinkAboutCC Resolution 9783 (Information Systems Services)RESOLUTION NO. 9783
A RESOLUTION AUTHORIZING THE SIGNING
OF AN AMENDMENT TO AN AGREEMENT
THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:
The CITY MANAGER and CITY CLERK are authorized to execute, on
behalf of the City of San Rafael, an amendment to the agreement
with
Business Records Corporation, extendina Agreement until
June 30, 19971
a copy of which is hereby attached and by this reference made a
part hereof.
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael, hereby
certify that the foregoing resolution was duly and regularly
introduced and adopted at a reaular meeting of the City
Council of said City held on Tuesdav the 21st
day of January , 19 97 , by the following vote, to wit:
AYES: COUNCILMEMBERS: Heller, Miller, Phillips & Vice -Mayor Cohen
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Mayor Boro
JEA NSI ESM LEONCINI, City Clerk
WhAla^�j
AMENDMENT TO AGREEMENT BETWEEN BUSINESS
RECORDS CORPORATION AND THE CITY OF SAN
RAFAEL FOR THE PROVISION OF INFORMATION
SYSTEMS AND SERVICES
WHEREAS, on September 20, 1994, the City of San Rafael ( herein "CITY") and
Business Records Corporation ( herein "BRC") entered into an agreement for the provision of
Information Systems and Services; and,
WHEREAS, said agreement expired on September 21, 1996 with the parties agreeing to
continue the terms and conditions of that agreement pending finalization of a mutually agreeable
amendment; and
WHEREAS, the parties have concluded negotiations and have agreed upon the terms of an
amendment to their agreement, which is memorialized herein.
NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS:
1. The agreement dated September 20, 1994 shall be modified and amended pursuant
to the specific provisions of Exhibit "A", attached hereto and incorporated herein.
2. Except as specifically modified by the provisions of Exhibit "A", the agreement
between CITY and BRC dated September 20, 1994 shall remain in full force and effect until June
30, 1997.
CITY OF SAN RAFAEL
ROD GOULD, City Manager
ATTEST:
BUSINESS RECORDS COPRORATION
B V•
Its: uAt, „,�--5 't
i
A.
J`Ak4NE M. LEONCINI, City Clerk GARY T. RA G ANTI, ity Attorney
Mr. Rod Gould
City Manager
City of San Rafael
1400 Fifth Street
San Rafael California, 94915
Dear Rod:
January 15, 1997
It was a pleasure meeting with you and your managernertt tears, I thought that our
discussions were to the point and productive and achieved the joint goals that we were all
working toward.
This letter will serve as an amendment to the eadsdng contractual agrvunma that BRC and
the City of San Rafael are operating under for the provision of Information Systems and
Services.
• BRC and the City agree that this letter will serve as the definitive documentation to
amend the existing,, �►r:.r....:..�i.
• This letter will in pence extend the adsting information services contract to
terminate on June 30, 1997_ in the event that the City of San Rafael regjares additional
time to complete their transition, BRC will extend this agreement for an additional 60
days under the same terms and conditions.
a BRC; will reduce the staffing at the City of San Rachel to one un -site employee and one
half employee for remote support L December 1, 1996.
• The monthly billing for .:.. 1996 will reflect a credit of $9,300 for one and one
half employees bringing the monthly billing for December 1996 to S25,673.
a BRC will reduce the six (6) month Wing to the City of San Rafael to $117,583
beginning January 1597. This will reflect the reduced staffing level (one and one half
employees) and support for the work items listed in Ken Nordhoirs memo dated
December 10, 19%. - This rate will also include hardware and software maintenance.
application licensing, depreciation and BRC training City of San Rafael staff hked to
take the place of former BRC employees.
a A detailed work plan addressing outstanding work items is attached along with a
memo from Rodger Beard summarizing all issues.
BRC will permit the City of San Rafael to negotiate with the existing BRC employee
for full time employment or engage or otherwise compensate this same BRC employes
for services to be provided after June 30, 1997.
• In accordance with section 5.2 of the current contract - Transition Plan - the City will
compensate BRC the sum of $128,000 on September 20, 1997 for the purchase of the
two Data General Avion 8500 computers in 1994. If the City desires, BRC will finance
the $128,000 over two years at an interest rate of the current prime rate plus two (2)
points. This finance agreement would be conveyed in a separate note not attached to
this letter agreement.
• The City will take over the maintenance payments of approximately $15,500 for
system software nutintetuuace and appy S14,000 for system hardware
maintenance. These amounts will be paid directly to the software and hardware
vendors. The City will indemnify and hold 15KC harmless for all liability fbr missed
payments to these vendors.
• BRC will charge a $60 dollar per hour plustravel and expenses rate for all application
enhancements requested and approved by the City of San Rafael.
• BRC will arrange for demand cost • Io based on requested
implementations for the graphical user interface upgrade For the finance and
stmdon system and/or the public safety system.
• Begirming July 1, 1997 the City w11 pay BRC a license fee of 547,000 for the use of
its proprietary public safety and finance sad administration software. This license and
all implied use would continue for the period of time that the City used this software
and would be pro -rated on a yearly oasis in the event the City transitioned to another
solution for either software package prior to the end of the fiscal year.
• The license fees paid to BRC will include all regulatory upgradeR and mandates!
changes including W-2, payroll tax tables and year 2000 adjustments.
Sincerely,
Alan L. Amer
Vice President
C w Service Group
TOTAL P.03
BRC
MEMORANDUM.'
DATE: 1/15/97
TO: Alan Arner CC: Linda Ramirez
Wendy Schwartz
FROM: Rodger Beard
SUBJECT: BRC Support Plan for City of San Rafael
I have reviewed Ken Nordhoff's memo to Rod Gould, dated 12/10/96, Subject: Work Program
Issues for BRC - Alt Departments. I have also reviewed the San Rafael Computer Services
Request (CSR) backlog to identify any additional requests pending beyond Ken's memo.
Enclosed is a plan of action which addresses specifically what needs to be done, who is
responsible, and when it should be completed.' I have discussed each business requirement with
Wendy Schwartz, Peg Yeates and the Santa Clara support staff as appropriate. Wendy has also
provided me with a supporting status update. I am therefore reasonably confident regarding the
outstanding work scope and our approach to the work, as well as individual target dates where
specified. Where target dates are not specified, the work plan outlined establishes the process
needed to determine this information.
Here are the highlights of the plan narrative.
• Peg Yeates will be retained on contract to implement the Fire CAD system. (Fire Department
Priority 2) Peg indicates that this system is largely operational, lacking focused user
acceptance testing and an upload of the Streets and Fire FMA data.
• The Property Evidence Module (Police Department Priority 2) must be assigned a user owner
as a first step, in order to make any significant implementation headway.
• User report writer training is needed in the Police Department. (Priority 4)
• The Recreation Department strongly prefers MAC PC's and will continue to be dissatisfied with
character based applications.
• The Purchasing System must be assigned a user owner. (Finance Department priority 2) Peg
Yeates may be helpful in providing continuity on this system implementation.
• Frances Ahad is providing 1996-97 W2, 1099 and EDD Quarterly Reporting maintenance
support.
' The final section of the plan, UthL-r,�leecls'Regtrirenre»rs, addresses additional needs beyond Ken's memo.
Page 1 of 2
• Dave Amundsen will replace the UNIX Batch monitor with the more reliable BRC equivalent.
During my conversation with Rod and Ken on December 23, Rod mentioned two other contract
related matters and asked for my assistance in providing additional information:
1. Confirmation of purchase price and remaining depreciation amortization on two Data General
computers.
I have requested and received pertinent financial information from Patti Hoffman, in St. Cloud
and my secretary, Linda Ramirez has compiled additional supporting documentation. In
summary, I believe that the $128,000 figure previously quoted is correct Here is how it breaks
down:
Capitalized Equipment
Equipment/Software Setup
Accumulated Depreciation
Eliminations
Remaining Depreciation
$ 404,241 (AFE total)
$ 17,680
($290,190) (thru June, 1997)
($ 3.730) (Peg Yeates' laptop)
$ 128,001
2. Breakdown of the $25k and $22K charges proposed for finance and public safety software
maintenance, respectively. Reduction in maintenance charges for any systems provided for in
the original contract but not currently installed.
There is a very lengthy list of software applications operational at the City of San Rafael. With
the exception of the Fire CAD system which is an outstanding BRC implementation
commitment, and the purchase order process which is operational but not yet a trusted system,
all BRC software is completely installed and routinely used in the city's day-to-day operations.
Here is a list of the additional BRC provided applications:
1.
Payroll
2.
Cash Collection
3.
Budgeting
4.
Accounts
Receivable
5.
Police CAD
6. Fire Inventory
7. BRC Batch Monitor
8. Personnel
9. Parking Citations
10. Accounts Payable
11. Parks & Recreation
Cashiering
12. Police RMS
13. Time Tracking
14. General Ledger
15. Journal Entry
16. Business Licensing
17. Fire RMS
18. Inspection
This means that a total of 20 applications which would be covered under the proposed software
maintenance contract. These software maintenance services, while limited to mandated
changes of government origin, would still appear to more than justify the proposed $47,000
annual charge.
Page 2 of 2
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